Save to Laserfiche from Microsoft Outlook

Laserfiche offers two ways to import documents from Microsoft Outlook to your repository. You can automatically save selected emails to a default folder, or you can manually save documents and modify their destinations and properties during the import. If you choose to save documents automatically, you can configure how they will be saved, and you can use tokens to dynamically store them in your repository.

Automatically Saving Emails to a Default Folder

Automatic email import will send your emails to the default folder specified by your administrator in the Administration Console, using the default email settings configured there. (These options can be configured dynamically. For instance, your administrator could configure Laserfiche to store emails in folders corresponding to the email sender's name.) Because these settings determine how the emails will be imported, you can import them with a single click. If you want to configure each email separately, see Manually Importing Emails to Your Repository, below.

  1. In Microsoft Outlook, open the Laserfiche ribbon or toolbar.
  2. Select one or more emails to import.
  3. Click Save to Default Folder.
  4. You may be prompted to sign in to the repository. If you need assistance with this step, see Logging In to Laserfiche from Microsoft Office.

Manually Importing Emails to Your Repository

When saving an Outlook email to Laserfiche, you will be prompted to provide certain information about the document. You must provide a name and destination for the new document in Laserfiche. (By default, the document will use the subject of the email as its name.) You may also provide field and tag information for the document.

By default, documents imported from Outlook will follow the Outlook Import options, but you can specify different settings at the time of import.

Note: If you only want to save an attachment in the email, not the email itself, see Save Attachments to Laserfiche from Microsoft Outlook.

To save a Microsoft Outlook message to Laserfiche

  1. Open Microsoft Outlook and select or open the document you want to save to Laserfiche.
  2. Select the Laserfiche tab on the ribbon from an open email and perform one of the following:
  3. You may be prompted to log in to the repository. If you need assistance with this step, see Logging In to Laserfiche from Microsoft Office.
  4. To specify a new name for the document in Laserfiche, type a name in the Document Name option.
  5. To specify the destination folder for the document, type the folder path in the Folder option, or click Browse and browse to the destination folder.
  6. To specify a different volume to save the document in, select the volume you want to use from the Volume option.
  7. To make the document searchable in Laserfiche, select Generate searchable text. To index it, select Index all pages (the Index all pages option is not available if you are attached to a Laserfiche web client repository.
  8. In the Fields tab, you can modify the template and field information for your new document. See Fields for more information.
  9. In the Attachments tab, you can select how any attachments should be imported to Laserfiche. Under Leave in Message, select each attachment that should be accessible from the imported message. Under Separate Document, select each attachment for which a new electronic document will be created. If you selected Separate Document for any attachments, you can apply the same field information to all documents created from the message by selecting the Apply settings (folder, volume, fields) to attachments that are stored as separate documents checkbox. To create a document relationship between the attachment Laserfiche document and the message Laserfiche document, select the Message should be linked to attachments checkbox, and select the appropriate link type.
  10. In the Distribution List tab, you can elect to save the distribution list for the email, and to link the email with its distribution list.
  11. In the Tags tab, you can add tags to the document. See Applying and Removing Tags for more information.
  12. In the Digital Signatures tab, you can optionally sign the email. See Digital Signatures for more information.
  13. Click OK to save your document to Laserfiche.

Note: If your repository is configured to use classification levels, and you are creating a document in a folder with a classification level set, the document's classification level will match the parent folder's classification level by default. Users with the Manage Entry Access privilege can manually choose another classification level.  See Classification Levels for more information.